QBI Preferences

It is always suggested to read through all instructions first, and than perform the actual steps

1.	Once installation and database configuration has been completed - make sure your QuickBooks program is running with your QuickBooks company data file accessed.

2.	Log into AyaNova as a user that has minimum Read/Write/Delete rights in their security group to the following:

3.	Start the QBI program from within the AyaNova program from the Plug-Ins menu

4.	If you receive the following message, select OK to close QBI. Log into AyaNova as manager, and apply your AyaNova activation key-code that is licensed for QBI, and than return to these steps.

5.	AyaNova QBI requires that the QuickBooks program be loaded and accessing the QuickBooks company data file before QBI is loaded. If you do not have your QuickBooks program running accessing your company data file, you will get either of the following errors:

QBI will request access to the QuickBooks company data file. Select Yes, Always for the QBI application to always have access to your QuickBooks company data file. Your QuickBooks approval may not look exactly like this screenshot, depending on the version of QuickBooks you have. Either way, select to always allow full access.

8.	QBI will now read the data from the QuickBooks company file and from your AyaNova database

Confirm the path and company name of the QuickBooks company data file. If this is not correct, than select the

Cancel button and open the correct QuickBooks company data file in the running QuickBooks program on this computer. Otherwise, select the

OK to continue. <note that path stated in screenshot below is only an example>

11.	If all of the following do not show for you to select your preferences, that means there was something previously set. And you WANT to go into Tools -> Preferences and make sure each has something correctly selected before continuing.

12.	As the information on the window states, set the status of the billable workorder. <note that AyaNova Workorder Status selected in screenshot below is only an example>

13.	As the information on the window states, set the status the workorder will be set to once invoiced. <note that AyaNova Workorder Status selected in screenshot below is only an example>

14.	As the information on the window states, set the QuickBooks item to use when billing Outside Service

15.	As the information on the window states, select the QuickBooks item to use when invoicing miscellaneous expenses in a service workorder item.

16.	As the information on the window states, select the QuickBooks item to use when invoicing loan charges in a service workorder item

17.	As the information on the window states, select the QuickBooks transaction class if used.

18.	As the information in the window states, select the default Terms you want QBI to set the QuickBooks client to when import a client from AyaNova into Quickbooks.

19.	As the information on the window states, select the QuickBooks invoice template to use for invoicing service workorders from AyaNova.

a.	If you instead get a screen stating this feature is not supported, as the information on the window states, it is due to the version of your QuickBooks.

20.	As the information on the window states, either uncheck or leave check-marked the To Be Printed in a QuickBooks invoice that is created.

21.	As the information on the window states, either uncheck or leave check-marked to use the QuickBooks internal memo field

17. As the information in the window states, either check or leave check-marked to have the AyaNova workorder set to the Closed state once the workorder has been invoiced via QBI into QuickBooks. Do note a workorder checked to Closed can not be edited or deleted by anyone - this makes sure that no one bills out customers and then deletes or edits the workorder afterwards.

Note as well that this setting overrides the AyaNova Global Settings default for the Closed Service Workorder. This is because you might want workorders invoiced through QuickBooks to display a different Workorder Status than workorder's manually closed in AyaNova.

18. Preferences are now completed and you are ready to import and/or link data from/to AyaNova and QuickBooks.

The next screen will be the Map & Import screen for QBI where you can select for linking and importing for either clients, vendors, rates or parts. Refer to the Link & Import section of this manual for how to use these features.

You can always change these preferences at any time from within QBI by selecting the menu option Tools -> Preferences and going through the wizard selection of preferences again.